City of Fulton Park Use Policy

Transcription

1 City of Fulton Park Use Policy 1. All City of Fulton Parks are open to the general public from 6:00 am 12:00 am, Monday Sunday. 2. No exclusive use for any City of Fulton Park. Reservation permits only reserve shelter areas. There may be other events occurring within the Park at the same time. 3. The City Council or its authorized representative (Fulton Parks and Recreation) may make exception to any of the park use rules or regulations, including rental rates. The City reserves the right to refuse service to anyone. This Park Use Policy, effective September 1, 2010, supersedes any earlier version. 4. No alcoholic beverages shall be consumed in City parks without written approval (Alcohol Permit) of the City. 5. No alcoholic beverages shall be sold in City Parks without written approval of the City. 6. Commercial or promotional activities on park property will not be permitted. Selling of any article and/or concession item is prohibited on park property with the exception of City Council approved charitable/non-profit fund-raisers or Parks & Recreation Department sponsored/cosponsored events. 7. No vehicles other than authorized city vehicles are allowed on grass areas. Vehicles cannot be driven into picnic areas to load or unload supplies. Vehicles may only be parked in designated parking areas. 8. Park equipment shall not be removed from City property without written approval of the Parks & Recreation Director. 9. All dogs at the Park (other than the City Dog Park) must be on a leash at all times. 10. It is unlawful for any person to cut, injure, deface or damage any tree on park property. No signs or related hardware are to be attached to any tree. 11. Glass beverage containers are prohibited in all city parks and trails. 12. It is unlawful to have an open fire in city parks except in designated grills and fire pits. Park users must completely extinguish all fires prior to leaving the park. 13. Pavilions are free for public use on a first come-first serve basis. Reservations require a fee and permit. 14. All activities conducted in City parks will be in accordance with the law and the policies of City of Fulton s City Council. No meetings or entertainment may be held for the purpose of advancing any doctrine or theory that advocates the overthrow of the government of the United States or the State of Missouri by force or violence or other unlawful means. 15. Violation of any Park Usage regulations is punishable under Fulton City Code General penalty for Code violations; continuing violations. Reservation Permits for Park Shelters I. City of Fulton Parks & Recreation pavilions may be reserved by individuals, businesses, or other organizations for gatherings in compliance with the following terms of this policy. A. Regularly scheduled Parks & Rec. Department activities will maintain first and highest priority. B. Reservations may be made at City Hall after 8:00 AM, beginning the first working day of January each year. C. Reservations must be made in person. D. Reservations must be made by someone 18 years of age or older. E. Shelters may be reserved by only one group per day. F. The reserved party is responsible for cleanup of the facility after its use. All trash is to be put in refuse containers located at the facility. The reserving party assumes responsibility for damage done to the facility or equipment and will be billed for the repair/clean-up costs, if incurred. G. All event clean-up must be completed prior to midnight on the day of the event/reservation and all park users will be required to exit the park at 12:00 am or be cited for trespassing. H. Decorations or signs may be put up with tape or tacks but must be removed when the event is finished. NO staples or nails. Signs, posters, or decorations may not be attached to trees. I. No exclusive use for any City of Fulton Parks. Reservation permits only reserve shelter areas. There may be other events occurring within the Park at the same time. II. Those wishing to reserve a pavilion will be required to pay the established reservation permit fee at time of reservation. III. In order to avoid any conflicts, the reservation receipt and other appropriate permits should be carried to the pavilion and a copy of the reservation posted in a visible area by 8:00 AM the day of the event.

2 IV. If there are any problems with a reservation upon arrival, call the Parks & Recreation Department at (8AM 5PM, Mon. - Fri.) or, if necessary, Fulton Police Department at V. Additional Permits: A. Once reservation is approved; the individual making the reservation will be responsible for obtaining additional permits such as an Alcohol Permit or a Noise Permit, from the City Clerk. B. Alcohol Permit: An alcohol permit is required to consume alcohol in public parks. The alcohol permit can be purchased from the City Clerk at a cost of $1 per permit. C. Noise Permit: For the peace and comfort of everyone in the park and park neighbors, sound amplification systems are allowed by permit only. Noise permits are issued by the City Clerk. There is no fee for the permit. VI. Reservation Changes/Transfers A. All changes and transfers are subject to a $10 processing fee. All changes to permits must be made at least 7 days in advance. VII. Rain Out Policy A. The reservation fee is not refundable for any reason including inclement weather, but can be transferred up to 7 days before the reservation date to any future available dates (facility rental only). VIII. Special Event Reservation Permit Policy A. Any event that meets any of the criteria in Section VIII, Part D, will be declared a Special Event and will be subject to the following requirements: 1. Submit a detailed, written description of the event, along with a map detailing how the event will be laid out in the park at least 30 days prior to the event. 2. Valid Certificate of Insurance listing the City of Fulton as an additionally insured party and meeting the minimum liability insurance requirements of one million dollars ($2,000,000.00). Insurance endorsements must be received at least five (5) working days before the reservation date and before final confirmation will be given. 3. Applicant must reserve and pay rental fees for at least one park shelter 4. Payment of all reservation fees, special use fees and deposits 5. Posters, fliers and all forms of publicity or advertising for a Special Event must be reviewed and approved by the Parks & Recreation Department prior to distribution. 6. Applicant must be present at the event from the start of the event until the conclusion of the event. 7. At the recommendation of the Fulton Police Department the event may be required to have security personnel or City of Fulton Police officers, to be paid for by event organizer. B. All requirements in Section VIII, Part A must be completed prior to final approval of reservation. C. Procedures for obtaining a permit for a Special Event 1. Once a detailed, written description of the event, along with event map is submitted, the Parks & Recreation Director will: a. Conditionally approve the permit pending completion of all Reservation permit requirements; b. Reject the Reservation Permit request; c. Refer the request to the City Council for review. 2. After initial review, the Parks and Recreation Director will notify applicant of the preliminary decision, provide an explanation for permit rejection or explain the additional requirements for the permit approval. 3. If City Council review is needed, the applicant may be requested to present the event proposal at a regularly scheduled City Council meeting. D. Any non-parks & Recreation event that meets any of the following criteria will be considered a Special Event and will be subject to all requirements regarding special events: 1. any event requiring a noise permit; 2. any event likely to attract more than 200 people 3. any event necessitating use of grounds or facilities in a manner other than their specific recreational use; 4. any event requiring the use of temporary structures/facilities such as tents, canopies, portable toilets, etc.; 5. any charitable and/or fundraising event; 6. any event where an entry fee or an admission fee will be charged; (see Section VIII, Item G) 7. any event where a monetary donation by event participants is requested; 8. any event to which the general public is invited or notified by media;

3 9. any event that will include activities such as a music concert, public speaker, carnival type games or rides, inflatable bounce houses, athletic competitions; 10. any event titled as a carnival, festival, fair, march, celebration, convention or rally. E. Fee Structure for Special Events 1. Shelter Rental: $40 per shelter, $60 Memorial Pavilion, $100 Memorial Pavilion with Concession 2. Event Deposit: $200 (refundable) 3. Additional Picnic Tables: $5 per table 4. Additional Trash Cans: $5 per trash can 5. Dumpsters: Dumpsters must be requested from the City Landfill and any dumpster fees must be paid directly to the City Landfill. 6. Additional Electric Outlets: $75 per location 7. Additional requests other than general maintenance and cleaning of park facilities will be charged at a rate of $15 per hour and must be paid prior to event date. F. All special requests must be made at time of application for a reservation permit. G. Any event in which the general public or invitees will be charged an admission fee must be approved in advance by the City Council. H. Property Damage and Park Clean-Up 1. The individual responsible for making the reservation will be responsible for any and all costs related to damage of City property or additional park clean up. Individual will be billed for any amount that exceeds the Event Deposit. I. Event Deposit 1. Your deposit may be forfeited under any of the following conditions: a. You misrepresent your activity, yourself or organization on the permit application. b. You exceed the maximum capacity stated on the permit application. c. You misuse or mistreat City personnel/equipment or supplies. d. Any illegal activity is known to have taken place during the event e. You fail to satisfactorily clean up after your event. f. You fail to conclude your event and have all participants exit the park by 12:00 am f. Any property damage was done by people attending your special event. g. You disregard any of the rules on the Park Use Policy. 2. Forfeiture of part or all of your deposit may result in the denial of future applications for use of City of Fulton facilities. K. Security Guards/Police Personnel: 1. The Parks and Recreation Department, after consultation with the Fulton Police Department may require private security guards from a licensed firm to be present at special events. If your event requires security guards and/or police personnel, you will be notified. It is your responsibility to hire and pay for required security guards and/or police personnel. The Parks & Recreation Department reserves the right to decline security guard firms with which the Department has had poor experience. L. Vendors and Sale of Goods in City Parks 1. Commercial or promotional activities on park property will not be permitted. Selling of any article and/or concession item is prohibited on park property with the exception of City Council approved charitable/non-profit fund-raisers or Parks & Recreation Department sponsored/cosponsored events. 2. Vendors may sell concession items from park concession buildings during Parks & Recreation sponsored events. All vendors must be contracted with the City of Fulton. IX. Payment of a reservation fee in no way relieves the renter or those attending the gathering from responsibility of compliance with ordinances of the City of Fulton and/or laws of the State of Missouri. Falsification of reservation application will be grounds for denial, revocation of permits, forfeiture of deposits and/or prosecution. X. Reservations may be made free of charge only by groups that currently have facility joint-use agreements with the City of Fulton. Requests for free usage must be in writing and approved by the Director of Parks & Recreation.

4 Reservation Permits for Scout Cabin Shelters I. The following are the policies for the reservation and use of the Scout Cabin. All Park Usage Policies and Special Event Policies will apply unless noted differently in the following policies: A. Maximum Occupancy of Scout Cabin = 80 people B. No animals are allowed inside the Scout Cabin C. One time, daily use rental: 1. Fee: $125 rental fee, $100 deposit-due at time of reservation. Rental fee is non-refundable. $100 deposit will be deposited. Deposit will be returned within 7-10 business days after inspection of facility and return of key. 2. Key must be picked up Monday Friday, during the hours of 8:00 am 5:00 pm at the Parks and Recreation office. The key will unlock the front doors only. Key must be returned within 48 hours of the reservation date. 3. Users will have access to the Meeting Room, Kitchen & Restroom. All other areas are restricted. 4. User can set up for an event within 24 hours of the event as long as it does not interfere with another reservation. It will be the user s responsible to check with the Parks & Recreation Department to determine when the facility is reserved. 5. User is responsible for the following: a. Cleaning the facility at completion of scheduled event b. Removing all trash from facility and placing it in dumpster located in the parking lot. c. Turning off all lights and securing facility at completion of event. d. Setting thermostat to 65 degrees prior to leaving facility. e. Supervision of the event. 6. If an alcohol or noise permit is required for the event, the user must obtain those permits from the City Clerk prior to the reservation date. 7. The reserving party assumes responsibility for damage done to the facility or equipment and will be billed for the repair/clean-up costs, if incurred. 8. Decorations: The facility may be decorated; however, no tape, nails, tacks or screws can be attached to the walls of the facility. All decorations must be removed at completion of event. 9. User must notify the Parks & Recreation Department of any maintenance issues at least 24 hours prior to the event start time. If the event is held on a weekend day, the user must notify the Parks & Recreation Department 48 hours prior to event start time. 10. No live musical entertainment will be allowed in the Scout Cabin. 11. Commercial or promotional activities on park property will not be permitted. Selling of any article and/or concession item is prohibited on park property with the exception of City Council approved charitable/non-profit fund-raisers or Parks & Recreation Department sponsored events. 12. Failure to abide by these policies can result in: a. Forfeiture of $100 deposit b. Payment of additional cleaning or maintenance costs. c. Loss of future Parks & Recreation facility rental privileges. d. Referral to local law enforcement agencies D. On-going, regular weekly, monthly or annual usage 1. Fee: Fee will be established by the Parks & Recreation Department based on facility request. 2. This multi-day reservation option is only available for non-profit groups or organizations. 3. Each group will be issued a maximum of 2 keys. Keys will only be issued to the individual making the reservation. A $25 per key deposit will be required. If a key is lost, user will forfeit key deposit, be required to pay an additional deposit and pay a $100 replacement fee before a new key will be issued. 4. Keys will fit the basement door and the door leading to the basement storage area.

5 5. Group or Organization must submit a Facility Reservation form, along with a complete list of dates & times requested at least 30 days prior to the first requested date. If the facility is reserved annually, the documents must be submitted to the Parks & Recreation Department by January 1 st of the upcoming year. 6. If the Parks & Recreation fee is waived, the group or organization must submit a written proposal for a community service project. This proposal must be submitted along with the Reservation form. 7. User is responsible for the following: a. Cleaning the facility at completion of scheduled event b. Removing equipment and supplies from Meeting Room or Kitchen at the completion of each regular scheduled event date. c. Removing all trash from facility and placing it in dumpster located in the parking lot. d. Turning off all lights and securing facility at completion of event. e. Setting thermostat to 65 degrees prior to leaving facility. f. Proper supervision of meetings or event. 8. All items belonging to the group must be stored in the basement of the facility or removed from the facility each day. No items other than City of Fulton tables and chairs may be left in the kitchen and meeting room areas. 9. No items may be placed on the walls of the facility. 10. Tables must be broken down and stacked in the corner of the Meeting Room after an event. Chairs must be stacked on cart after an event. 11. City of Fulton tables or chairs may not be removed from the facility. 12. The City of Fulton and the Fulton Parks and Recreation Department will not be responsible for any personal items that are lost, damaged or stolen. 13. The reserving party assumes responsibility for damage done to the facility or equipment and will be billed for the repair/clean-up costs, if incurred. 14. The user must notify the Parks & Recreation Department of any unscheduled usage at least 10 days prior to using the facility. 15. The user is responsible for notifying the Parks & Recreation Department of any maintenance or cleaning issues in the facility. 16. Failure to abide by these policies can result in: a. A written warning b. Payment of additional cleaning or maintenance costs. c. Suspension of current facility rental privileges or loss of future rental privileges. d. Referral to local law enforcement agencies By signing this document, the individual has read and understands the Scout Cabin Usage policies and agrees to abide by these policies. Facility Rental Applicant Date